Introduction to PIMS Central Intermediate Unit #10 Name and Position LEA What SIS do you use? Experience w/PIMS Concerns/Frustrations What do you hope.

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Presentation on theme: "Introduction to PIMS Central Intermediate Unit #10 Name and Position LEA What SIS do you use? Experience w/PIMS Concerns/Frustrations What do you hope."— Presentation transcript:

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Introduction to PIMS Central Intermediate Unit #10 Name and Position LEA What SIS do you use? Experience w/PIMS Concerns/Frustrations What do you hope to gain from this class?

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Introduction to PIMS Central Intermediate Unit #10 The Pennsylvania Information Management System (PIMS) is a collaborative effort of the Pennsylvania Department of Education (PDE) and the Local Education Agencies (LEAs) across the Commonwealth. PIMS is a statewide, longitudinal data system that will efficiently and accurately manage, analyze, disaggregate, and use individual student data for each student served by Pennsylvania’s Pre-K through Grade 12 public education system.

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Introduction to PIMS Central Intermediate Unit #10 The Pennsylvania Department of Education's statewide longitudinal data system is improving data capabilities by enhancing school districts' capacities to meet student-level data reporting requirements and provide robust decision support tools. PIMS is based on open internet standards that enable sharing among diverse, otherwise incompatible systems and includes safeguards for data quality and security.

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An education LDS is a data system that: collects and maintains detailed, high-quality, student- and staff- level data; links these data across entities and over time, providing a complete academic and performance history for each student; and makes these data accessible through reporting and analysis tools. Introduction to PIMS Central Intermediate Unit #10

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Unique identifier for every student (anonymous) School enrollment history, demographic characteristics, and program participation record of every student Entry/Withdrawal, transfers, drop out, graduate information A way to identify teachers and to match teachers to their students Course enrollment information Ability to share data from preschool through postsecondary education data systems Introduction to PIMS Central Intermediate Unit #10

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Introduction to PIMS Central Intermediate Unit #10 Student Information System (SIS) Human Resources System Special Education Software Data Tracked Manually or in Side Spreadsheets Location Fact Templates District Fact Templates Who enters the data? Who checks the data? Who is responsible for the data?

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unity/pims- pennsylvania_information_management_system/8959 Calendar may change throughout the year – check PDE’s web site on the PIMS page for updates. Introduction to PIMS Central Intermediate Unit #10

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Each collection may have: Collection Window – Time period in which the data has to be submitted Snapshot Date – A date uniquely identifying the data: True Snapshots vs. Identity Snapshots Correction Window – When uploaded data can be corrected ACS Due Date – Accuracy certification Statement Due Date Introduction to PIMS Central Intermediate Unit #10

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Introduction to PIMS Central Intermediate Unit #10 The shoes are great…but watch out for those falling houses.

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1 or more templates with predefined data fields Must follow business rules Must follow a submission sequence Data must be formatted according to PIMS Manual Some data fields must be blank Student Template contains 202 data fields – how many students do you have? 1000 students x 202 data fields = 202,000 potential points of error in just one template Introduction to PIMS Central Intermediate Unit #10

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Fields have specific business rules, specific formats, value lists Fields in your data systems map to the PIMS fields Data validation and error correction should occur on entry to your data system prior to upload ALWAYS correct the source vs. correcting the template!! Many different departments in your district are responsible for entering data into your district data systems that flow into PIMS Human Resources Central/Building registration Child accounting Special Education Introduction to PIMS Central Intermediate Unit #10

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Multiple collections may be “Open” at the same time. The collection windows are short and fixed in length If key field data is submitted incorrectly the data cannot be updated. Corrections take time and must go through PDE Validate and correct data all the time – checks and balances – do not wait for a submission The PIMS requirements change every year Templates change, new collections added, different collection windows, new fields and code values -- your PIMS Administrators and data staff are continually learning Introduction to PIMS Central Intermediate Unit #10

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The Superintendent must sign off on EVERY ACS! Every Collection has its own ACS How do you know each ACS is right? Who knows how to verify each section of the ACS? What checks and balances do you have in place to ensure the ACS is accurate? Year to Year comparisons Internal ACS Team Approach to Verification Introduction to PIMS Central Intermediate Unit #10

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New Data Flow Process – Up Front Edit Checks Additional Validation Layer Between File Manager & Batch Manager Verifications in PIMS Upload Process Compound Data Quality Checks Validations on a single row or within a single template Advanced Data Quality Checks Validations across templates, query the data warehouse, or query groupings in a single template. Validate across systems and across years. All templates for a collection must be “batched” together Data Exception Requests Always Correct the Source System Introduction to PIMS Central Intermediate Unit #10

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Domains – How information is organized/categorized in PIMS. Templates – The “vehicle” used to “transport” data into a PIMS domain. Templates possess a standard layout and ensure a consistent pattern of data rules are followed. Snapshots – A subset of template data at a “point in time.” (“true” snapshots vs. snapshots) Collections – A set of templates submitted to PIMS throughout the school year, according to a pre-determined data collection calendar. Introduction to PIMS Central Intermediate Unit #10

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File Manager - Uploads data to the PIMS system and performs basic validation Batch Manager - Loads data that has passed validation rules into the PIMS warehouse Data Quality Engine (new this year) - Front end data validation against business rules that the data has to pass before it can be loaded in to PIMS Cognos – The PDE reporting system used to create data reports, data extracts and create the accuracy certification statements Introduction to PIMS Central Intermediate Unit #10

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PIMS Manual Vol. 1 – pg (Handout) Follow Definition Specifications and Business Rules Guidance Are the fields R, CR, or O? Are the fields a K, U, M, N/A, etc.? File Dependencies Student or Staff Template – Cumulative Student Snapshot or Staff Snapshot If a student/staff is in the Student or Staff Snapshot Template, he/she must also be in the Student or Staff Template BUT a student/staff can be in the Student or Staff Template without being included in the Student or Staff Snapshot Template Introduction to PIMS Central Intermediate Unit #10

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Introduction to PIMS Central Intermediate Unit #10 Naming convention is specified in the PIMS Manual at the beginning of the description about each template. Proper Format: District Code_TargetTable_YYYYMMDDHHMM.xxx District Code = 9-digit Administrative Unit Number (AUN) Ex: Target Table = Name specified with template from PIMS Manual Ex: Student Time Stamp = Date and time (ensures uniqueness of file – no template can be uploaded to PIMS if a template with the same name has been uploaded prior) xxx = File Extension, indicates type of data separator Ex: csv, tab, del csv = comma separated tab = tab separated del = other delimiter

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Introduction to PIMS Central Intermediate Unit #10 Be Proactive! Listen to the PDE training for each collection if offered. Review the PIMS Manual guidelines for each collection. Review the PIMS Collection Calendar. You should be able to answer the following questions. o Who should be included? (Which students or staff?) o What is the purpose of this collection? Remember that every collection is for a different purpose even if it uses the same template as another collection. o What are the key fields for this collection? o When is the collection window? o What district events or calendar events may conflict with this window? o Is there a correction window? If so, when? o Where is the data stored? Is it current? o Is there a Snapshot date required or is this a cumulative collection?

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Introduction to PIMS Central Intermediate Unit #10 o If it’s a Snapshot, is it a “true snapshot” or is a “time stamp” to identify the collection? o How do I extract the data from my SIS or other system? o Who enters the data? Is it complete and up to date? o Who owns (is responsible for) the data? o Who will verify the data and correct, if necessary? o When is the Accuracy Certification Statement (ACS) due? Look at your data before you upload. Take team approach to resolution of discrepancies. PIMS HelpDesk –

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Goals: Reduce data-related errors in federal and state reporting Reduce data-related errors and inaccurate reporting that can lead to reductions in funding Increase the quality of the data that will be used for evaluation purposes, such as the School Performance Profiles Increase understanding of critical issues such as FERPA, data relationships and best practices Create an effective and enterprise-wide culture of data quality Improve the quality, timeliness and understanding of the data used for educational reporting, decision-making and school/student improvement Introduction to PIMS Central Intermediate Unit #10

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Introduction to PIMS Central Intermediate Unit #10 “Data matters now in a way it has never mattered before in PA.” ~~ Dr. Michele Sellitto, Special Assistant to the Secretary of Education, PDE A/CAPA Conference – SPP Presentation, March 2014

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Introduction to PIMS Central Intermediate Unit #10 “Quality is never an accident; it is always the result of high intention, sincere effort, intelligent direction and skillful execution; it represents the wise choice of many alternatives.” ~~William A. Foster